Job Description

Posted 3 days ago

Our client is seeking an experienced and strategic Administrative Director to lead and strengthen the administrative operations of a growing service organization. This position is designed for a proven leader who can develop people, improve systems, maintain accountability, and ensure the financial and administrative side of the business operates efficiently and accurately.

This is not simply an office management position. The Administrative Director will serve as a key member of the management team, overseeing administrative employees while partnering closely with the General Manager/Owner to improve financial processes, customer service, human resources, compliance, technology, and overall business performance.

Compensation:

• $80,000–$90,000 annually DOQ
• Compensation dependent upon leadership, financial, and industry experience

Position Overview

The Administrative Director will take ownership of the company’s administrative infrastructure and help build the systems needed to support continued growth. This includes leading office staff, improving workflows, monitoring performance, overseeing financial administration, strengthening customer service processes, and ensuring accurate company records and reporting.

The successful candidate will be a leader and systems builder who can identify problems before they become larger issues, establish clear expectations, develop employees, and turn company goals into effective administrative processes.

Key Responsibilities

Administrative Leadership

• Direct daily administrative and office operations
• Lead, coach, train, and develop administrative employees
• Establish clear responsibilities, workflows, procedures, and accountability standards
• Identify bottlenecks and implement process improvements
• Monitor staffing, workload, productivity, and performance
• Develop cross-training and backup plans for critical office functions

Financial Administration

• Oversee Accounts Receivable and coordinate Accounts Payable activities
• Ensure accurate billing, invoicing, payment processing, and financial documentation
• Monitor collections, aging receivables, and customer account issues
• Coordinate payroll administration and supporting documentation
• Monitor expenses, purchase orders, vendor documentation, and administrative budgets
• Coordinate with outside accounting and bookkeeping professionals
• Prepare financial and management reports for leadership

Customer Service Leadership

• Establish and maintain customer communication and call-handling standards
• Oversee scheduling coordination, customer follow-up, and missed-call management
• Assist with escalated customer concerns and complaint resolution
• Monitor customer service performance and retention
• Ensure customer documentation, warranties, and service agreements are properly maintained

Human Resources & Employee Administration

• Coordinate recruiting and interview scheduling
• Oversee onboarding and new-hire documentation
• Maintain employee files and employment records
• Administer PTO, benefits, attendance, and employee documentation
• Coordinate performance reviews, training records, and certifications
• Partner with leadership on employee performance, staffing, and organizational needs

Compliance & Risk Management

• Maintain accurate company compliance records and documentation
• Coordinate insurance certificates, workers’ compensation documentation, licenses, and vehicle/driver records
• Maintain employee certifications, vendor documentation, contracts, and service agreements
• Ensure required records remain current, organized, and accessible

Systems, Technology & Reporting

• Oversee administrative use of CRM, accounting, payroll, scheduling, and document-management systems
• Maintain data accuracy and system compliance
• Develop reports and management dashboards
• Identify opportunities to automate or eliminate unnecessary manual processes
• Coordinate employee training on administrative systems
• Track key financial, customer service, HR, and operational performance indicators
• Provide reliable management information to the General Manager/Owner

Qualifications

• Previous management experience in administration, business operations, finance, or a related field
• Demonstrated experience leading and developing employees
• Strong understanding of Accounts Receivable, billing, collections, payroll, and financial administration
• Experience with HR administration, employee documentation, and benefits coordination
• Strong computer skills with experience using CRM, accounting, payroll, and business-management systems
• Excellent analytical and problem-solving abilities
• Strong organizational and time-management skills
• Ability to establish procedures, improve workflows, and hold teams accountable
• Excellent written and verbal communication skills
• High level of professionalism, discretion, and confidentiality
• Experience within HVAC, home services, construction, or a similar service-based industry is highly desirable

What Success Looks Like

A successful Administrative Director will create measurable improvements throughout the organization, including:

• Faster, more accurate billing and improved Accounts Receivable
• Stronger cash flow and fewer administrative errors
• Better customer communication and complaint resolution
• Consistent onboarding, training, and employee documentation
• Clear expectations and accountability for office staff
• More efficient use of technology and business systems
• Documented and repeatable administrative processes
• Reliable reporting for company leadership
• An administrative structure capable of supporting continued company growth

Why Join Our Client?

This is an opportunity to do more than maintain existing processes. You’ll have the authority and responsibility to build better systems, develop employees, solve problems, and help shape how the company operates as it grows.

For an experienced administrative leader who enjoys creating structure, improving performance, and seeing the measurable impact of their work, this position offers an opportunity to become an integral part of the company’s leadership team.

Apply Today!

If you’re an experienced leader who can combine financial knowledge, operational thinking, employee development, and strong administrative management, apply today for the Administrative Director position.

Apply here

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